Funding Provider Portal Guidance January 2019 - Gateshead ...
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… Funding Provider Portal Guidance January 2019
2
Index
Section Page
Funding Formula 2018/19 3
Provider Portal 5
Access the Portal 5
Logging into the Portal 6
Welcome to the portal 7
Funding 7
Group Providers Estimates 9
Childminders Estimates 10
Headcount Actuals 11
Adjustments 16
Eligibility Checker 17
Audits Extended Hours 18
Early Years Pupil Premium 19
Appendix 1. Glossary 21
*See glossary on page 21
3
Funding Formula 2018/19
For full details see Provider Agreement September 2018
Eligible Two-Year Olds
The hourly rate for funded two-year olds is £5.20.
Three and Four-Year Olds – Universal and Extended Entitlements
The formula is made up of a base rate plus deprivation funding (ACORN) plus a quality
supplement.
The base rate accounts for 90% of the hourly funding rate, deprivation funding and the
quality supplement are each 5% of the funding available.
The hourly base rate for all providers is £3.85.
The Acorn score is a deprivation indicator that is taken from CACI’s geodemographic
classification system and uses various demographic characteristics to provide an overall
deprivation score for each setting. The Acorn score is reviewed and updated annually.
The Acorn rate is £0.00565
multiplied by the providers Acorn score to give an hourly Acorn funding rate.
The providers Acorn score is calculated by using the average Acorn score of the postcode of
each child on the January census* prior to the funding year. If the setting did not have any
children on the January census*, then if the setting had an Acorn score the previous year
that will be used or if a new provider the average of all settings will be used.
The quality supplement is based on the qualification of the level of staff leading the
provision.
Staff Funding Band Hourly Weighting
A Single level 3 led provider £0.00
B Multiple level 3 provider £0.07
C Single EYP led provider £0.11
D Multiple EYP led provider £0.18
E Single teacher led provider £0.30
F Multiple teacher led provider £0.31
To receive funding at any particular level, at least 50% of the funded child hours must be
delivered by a person with the respective level of qualification, in the relevant ratio.
For example, if a provider had an EYP who was with the 3 & 4 year old funded child for 30
hours a week, (all children access 15 hours of funded entitlement each week), in order for
the provider to be funded at band C the maximum number of children would be 52 (26
children in the morning and 26 children in the afternoon at a staffing ratio of 1:13).
All children funded must have equal access to the EYP. If the 50% level is not reached then
the provider will be funded at the banding rate below, i.e. the setting would be funded at
band B and not band C. There can be no differentiation of bandings for different rooms
within a provision, the banding rate is for the provision as a whole.
*See glossary on page 214
In order to receive funding at band rate F providers must have an annual average of over 52
children per term and employ 2 full time teachers in the nursery.
Early Years Pupil Premium (EYPP*)
EYPP* will be paid to all providers at £0.53 per hour per eligible child. EYPP* will be paid up
to a maximum of 15 hours even where a child is accessing up to 30 funded hours.
For PVI providers, it is intended that EYPP* will be paid for eligible children for each term as
part of the final payment. For maintained providers, termly budget information will be
provided.
Disability Access Funding (DAF*)
The providers of three and four-year olds eligible for the DAF* will be entitled to receive a
one-off payment of £615 per year. The DAF* is not based on an hourly rate and is an
additional entitlement.
Inclusion Fund
Providers may submit* applications up to the value as stated below. The application form
must be fully costed with evidence of costs e.g. the cost of a course or piece of equipment,
including VAT where applicable
• the maximum award per single child to £500 in a rolling twelve-month period.
• the maximum award for a group of children to £1,000 in a rolling twelve-month period.
This money will be paid directly to settings. This will usually be a one-off payment although
there may be occasions where repeat applications are appropriate on an annual basis.
*See glossary on page 215
What is the on-line Provider Portal*?
The on-line provider portal* allows you to submit* information with regards to your
setting /s and children electronically to the Local Authority. This guide is specifically
written to explain the funding section and should be read in conjunction with the
Provider Agreement and the calendar of key dates.
Before you can access
We will send you a “Provider Portal Privacy Agreement” form which we need you to
sign and return. This document advises on your responsibility with regards to
keeping your data and password safe as well as recommending a password policy
being put in place for when there are changes in users of the password.
How do I access the on-line Portal?
You can access the portal* by clicking into the weblink below or copying and pasting
this into your internet browser. We would recommend that you save this as a
“favourite” which is usually indicated by a star .
How to log into the Portal*
https://lcsa.gateshead.gov.uk/Synergy/Live/Synergyweb/providers/Default.aspx
Once we have received your signed agreement “Provider Portal Privacy Agreement”
we will supply you with a user name and a temporary password.
Please remember to use capitals and special characters where required as the
system is case sensitive.
Enter user name and password and select Sign In
Figure 1
*See glossary on page 216
Your first login
You will be required to complete the following login details to change your password
to something more memorable which for security and audit reasons is known only to
you, not Early Years & Childcare Service. Remember to store this information
securely.
Once you have entered this info, select Confirm Password.
Figure 2
NOTE:
If you find you have problems logging into the system please contact one
of the following:
Lorraine Hurst 0191 4335121, lorrainehurst@gateshead.gov.uk
Julie Robertshaw 0191 4335128 julierobertshaw@gateshead.gov.uk
Jan Batchelor 0191 4335108, janbatchelor@gateshead.gov.uk
*See glossary on page 217
Welcome to the portal*
The following screen will be displayed:
Figure 3
There are several tabs* depending on your registration’s requirements.
Select Funding Tab*, see below:
Figure 4
Figure 5
*See glossary on page 218
Funding - Your funding officer* will have provided you with a calendar of key
dates please refer to this regularly to avoid missing deadlines.
This table shows how the payments are split
Summer Autumn Spring
April May June July % Aug Sept Oct Nov Dec % Jan Feb Mar %
% % % % % % % % %
Group* 70 0 0 30 0 70 0 0 30 70 0 30
Providers Est Actual/ Est Actual/ Est Actual/
Final Final Final
Childminders 23 23 23 30 0 23 23 23 30 35 35 30
Est Est Est Actual/ Est Est Est Actual/ Est Est Actual/
Final Final Final
Within the Funding tab* there are 5 more tabs*; Summary, Estimates*, Actuals, Adjustments
& Eligibility Checker. The Summary tab* allows you to select a term and view any funding
details
Figure 6
The Provider rates can be expanded to show a breakdown of how your hourly rate is
calculated, to do this select the arrow
*See glossary on page 219
Figure 7
Childminders who are paid “monthly” can see a breakdown of interim payments by selecting the
arrow “Total Interim Amount Paid to Date” within the summary page:
Figure 8
Estimates calculation
Weekly funded hours per child x funded weeks in term (see calendar)
Estimates* – Group Providers*
Use this tab* to input your estimated* hours for the term as required by your funding
officer*. Please remember to check you are submitting* for the correct funding type.
2 year old funding and 3/4 year old funding are calculated separately. It is also
important to remember when estimating* for the 3/4 year olds to include estimated*
hours for those claiming extended entitlement. Once you are happy with the number
of hours, select Send Claim. You are paid 70% of this estimate*e (interim
payment/s), any remaining funding is paid following headcount* submission*.
Enter hours
Figure 9
*See glossary on page 2110
You will receive a Submission* Successful message once your claim has been sent
Estimates* – Childminders Only
Childminders’ estimates* payments are split. The Summer and Autumn term are split
into 3 estimate* payments, e.g. if you estimate* 300 hours for summer term you will
receive 3 payments of 100 hours each. Spring term estimate* will be split into 2
payments. Please see issued timetable for more information with regards to payment
dates.
2 year old funding and 3/4 year old funding are calculated separately. It is also
important to remember when estimating for the 3/4 year olds to include estimated*
hours for those claiming extended entitlement. Once you are happy with the number
of hours, select Send Claim.
Figure 10
If the hours change after you have submitted* the original estimate*, e.g. you have a
new starter or a child leaves, you are able to change your estimated* hours until the
date advised in your funding calendar. You will need to resubmit the estimate* if you
have changed these hours.
Split (monthly) payments account for 70% payment of the estimated* hours you have
submitted* for the term.
Actuals
Choose the appropriate headcount* (Year term / fund) you wish to update or view
*See glossary on page 2111
Figure 11
Please note, if you are already viewing other tabs* within the fund / year/term you
require you will be automatically able to select the actuals tab*. If you have been in
another funding year/term and wish to alter your selection, you can do this by
choosing the change option.
Figure 12
Once you are in the required fund / year/term it should look like this:
Figure 13
*See glossary on page 2112
However, you may already have some children’s details showing if any have been
carried forward from the previous term.
The page is designed with 2 rows of Add Child and Send Claim, this is to allow you
easier navigation when working with large lists of children as one remains at the start
of the list and the other at the end.
Figure 14
To add a child to a headcount*
You use this tab* to submit* children’s headcount* details. We use these details to
pay the remaining 30% of the estimate* payment, plus or minus any difference.
To add children to the headcount* Select Open on the required term
Select Add Child
There are 4 tabs* Child Details, Funding Details, Parent/Carer Details & Notes
Child Details:
Insert information, the minimum requirement is for the fields* with a * as well as
Proof of DOB and middle name should the child have one. Please remember to use
the child’s legal name, not a shortened version, this helps us to prevent duplicate*
records in the system.
*See glossary on page 2113
Figure 15
Parent/carer details
Please complete this tab* for children 30Hr funding and those to be checked for
EYPP* eligibility. where you have had permission from the parent/ carer to share this
information.
You are required to tick to give the Local Authority consent to run EYPP* and 30H
checks
Figure 16
Next complete the Funding Details tab*, you must specify start and end dates if the
child has been there for less than the entire term.
*See glossary on page 2114
Figure 17
The red box to the bottom right shows the maximum values allowed.
Weeks attended should reflect actual attendance, therefore if a child has stretched*
their hours please state over how many weeks.
Disability Access Fund (DAF*) –it is mandatory to record if the parent/carer has
identified (in their parent declaration form) that the child is entitled to DAF* and is
nominating your setting to be the recipient of the fund. Remember you must have
seen evidence of the child’s DLA.
It is essential that you select the Stretching* Entitlement option if the child is
accessing hours over more than the standard number of weeks.
For children claiming extended funding (30hours) enter the 11-digit 30H voucher
code then select the 30 Hours Free Childcare button
Figure 18
If valid, a tick box will appear in the Eligible for 30H box
The total Funded Hours per week will self-populate*.
For census* reasons please record the attendance days and any non-funded hours
*See glossary on page 2115
You must save the information at this point
Figure 19
Please note 2 year funding the Funding Details tab* looks different as there is no
option for extended entitlement.
The information will then show in a table as shown below:
Figure 20
There is an additional key down the left hand side with a symbol to notify of those
that have yet to be submitted*. The Child Weightings* Column will show any EYPP*
and the Eligibility Status will show the associated dates for the extended hours.
To edit a child when a record has not been submitted*, select the child’s name from
the list and make any changes, remember to save.
*See glossary on page 2116
Remember where a child has been carried forward from previous term you
must edit the child’s record to include weeks and hours claimed for current
term as well as parent / carer details.
To edit a child once it has been submitted*, providing it has not yet been imported by
your funding officer*, select the child’s name, save and re-send claim. You will know
it has not yet been imported if the records status is Pending.
If the record has been imported by your funding officer* you will not be able to edit,
and you may receive an error in this instance please contact your funding officer*.
Figure 21
Adjustments
Adjustment payments are made when a provider has been over or under paid or for
funds linking directly to a specific fund, for example all DAF* payments are paid as
adjustments
Inclusion Fund will also be paid as an adjustment.
Figure 22
Where adjustments are showing as “Not Paid” the payment will be made in the
following payment transaction.
*See glossary on page 2117
You can see further details by selecting the arrow to the left of the Not Paid
Figure 23
Eligibility Checker Tab*
Figure 24
You can check the validity of voucher codes in this tab*. This tab* is not linked to a
specific term and therefore does not populate any headcount*. It can be used when
a parent presents their code to you prior to taking up the extended entitlement.
Select the 30 Hours Free Childcare button and complete the mandatory information
indicated by a *
*See glossary on page 2118
Figure 25
You must include a tick to show you have been given consent by the parent / carer to perform this
check.
When you submit* these details, you will be notified whether or not they are valid.
If they are valid you will be able to see the Code start and end dates and also the
Grace period end date. We recommend you keep a record of these details.
Figure 26
Full details of the eligible child will need to be added in the actuals tab* (see page
11)
Note – from September 2018 foster carers may be eligible for a 30 Hr funded place.
The process is currently being agreed by the local authority and we will update you
as soon as possible.
Audits – Extended Hours
The Local Authority has a duty to audit 30 hour codes at 6 points throughout the
year. You will be notified via e-mail when these have taken place and advised to
check your headcounts* as these will reflect any changes to 30 Hour eligibility dates.
You will need to speak to parents/carers regarding their child’s hours should their
eligibility change. A child cannot begin their take up in a grace period. The grace
period begins the day after the code end date. If a child is in a grace period at the
beginning of term and have attended the previous term, they are able to continue
*See glossary on page 2119
their attendance until the grace period end date. Parents should be encouraged to
revalidate before the code end date.
Early Years Pupil Premium (EYPP*)
If the appropriate information is supplied, i.e. parents info, the EYPP* eligibility
checks are performed by funding officers* for those who may qualify for additional
funding based on economic criteria. If you believe a child may be eligible for EYPP*
because of Looked After Criteria please e-mail details to your funding officer*.
If a child is eligible for EYPP* they are given a child weighting* which an amount of
funding per hour and is shown in the Actuals tab*.
Once a child has been checked and is found to be eligible you can see the amount in
the child weightings column
Figure 27
Figure 28
*See glossary on page 2120
Figure 29
*See glossary on page 2121
Appendix 1. Glossary
Census Annual return of information to central government.
Census date 17th January 2019.
Child Weighting Additional hourly rate of funding amount allocated to child
individually. E.g. Early Years Pupil Premium
DAF Disability Access Fund. £615 per child, per annum for 3
and 4 year funded children with Disability Living Allowance
allocated to one provider of the parent/ carers choice.
Duplicate records More than one record for the same child can result in
inaccurate payments being made.
Termly Estimates The number of hours you expect for funded attendance
over a term.
EYPP Early Years Pupil Premium, a top up funding amount
calculated by the hour for children who qualify under
Looked After or Economic criteria (family’s financial
circumstance)
Fields Data that has several parts, known as a record, can be
divided into fields. Examples of fields: name, gender, DOB
Funding Officer Each Early Years Funding provider is allocated a named
Funding Officer from the Early Years and Childcare
Service at Gateshead Council.
Group Providers Childcare providers who are not childminders are known
as group providers e.g. Day Nurseries, Pre-schools
Headcount Headcount is the list of children in the actuals tab
Provider Portal Secure on-line service used by childcare providers to;
send information to and receive information from
Gateshead Council’s Early Years and Childcare Service
Self-Populate The information is automatically inserted by the database
because of information already held.
Stretch/ stretched When terms are expanded to include school holidays they
are known as stretched. Providers can choose to offer
stretched places for up to 51 weeks a year. The weekly
maximum entitlement for those accessing stretched hours
reduces from 15 hours to 11 per fund or from 30 to 22
when the child is entitled to 30 Hour Extended Entitlement.
Submission / When information is sent to the Early Years and Childcare
Submitted Service. Data can be prepared and saved on the
provider’s computer but can not be seen to be processed
by Early Years until it has been submitted.
Tab Section or area of the system
*See glossary on page 21You can also read
